Exhibit_2_-_Mandatory_Requirements_for_Monthly_Decals.docx
DOCX document 199 KB Posted
- Attached to
- FY27 Decals and Tax Stamps
- Solicitation number
- EV00000943
- Issued by
- Oklahoma County, Hobart City, Oklahoma
About this file
This document is an exhibit of mandatory requirements for monthly motor vehicle decals issued by Service Oklahoma, under the Office of Management and Enterprise Services (OMES) Central Purchasing division. Service Oklahoma seeks qualified suppliers to produce retro-reflective motor vehicle decals and validation stickers on an as-needed basis. The monthly decals must measure 1 inch wide by 1 inch high and be assembled in booklet form containing 50 decals (5 decals per strip across 10 strips) with perforated and kiss-cut edges. Requested quantities vary by fiscal year, with FY 25 ranging from 71,000 to 134,000 units monthly, FY 26 from 6,000 to 55,000 units monthly, and FY 27 from 15,800 to 61,100 units monthly. Sample decals of each type must be delivered to Service Oklahoma's Motor Vehicle Services division, with final delivery required between July 1, 2027, and August 31, 2027, to the Oklahoma City location. The contract does not guarantee an annual spend amount and may be awarded as a single or multiple awards at the State's discretion.
The retro-reflective sheeting must comply with ASTM D4956 standards and include integral security marks that prevent counterfeiting and are verifiable without destructive testing. White monthly decals shall feature a silver-white reflective background with black numerals and letters, with the two-digit expiration year in larger font visible from at least 20 feet. The pressure-sensitive adhesive backing must form a durable, vandal-resistant bond on clean, dry vehicle surfaces and withstand application temperatures down to minus 10 degrees Fahrenheit. The vendor must provide technical service and all necessary inks, clear coatings, and thinners, and supply 50 sample decals marked "SAMPLE" for inspection and conformance verification. Strict security protocols are required, including tamper-proof delivery via locked vehicle, combination locks with codes communicated to the Motor Vehicle Supervisor, and State inspection rights at the vendor's premises. Packaging requirements include 20 booklets per cardboard box with inspection slips certifying no missing or upside-down decals, proper cutting, and uniform booklet contents, with boxes bundled in groups of four and secured to 40-inch by 48-inch pallets stacked no higher than 10 cartons.
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EXHIBIT 2
MANDATORY REQUIREMENTS FOR MONTHLY DECALS
H.
A.
B.
C.
2.1 Purpose
Service Oklahoma (SOK) is seeking bids to produce its Motor Vehicle decals and stickers. Mandatory requirements herein are for Monthly decals.
2.2 Specifications
The retro-reflective sheeting shall consist of lens elements enclosed within a transparent resin and shall have a pre-coated pressure-sensitive adhesive backing protected by a removable liner. It shall display an integral security mark which cannot be reproduced in other finished reflective sheeting, and which can be readily verified for authenticity without destructive testing. The retro-reflective sheeting shall provide weather resistant, essentially smooth, flat outer surface when finished with material in the manner recommended by the retro-reflective sheeting manufacturer.
2.3 Requirements
C.1.1.
2.3.1. Reflective Characteristics
The un-printed, retro-reflective sheeting shall have the following minimum brightness values expressed as average candlepower per foot-candle per square foot of material (candelas per lux square meter). Measurements shall be conducted in accordance with the reflective intensity testing procedures for reflective sheeting specified in ASTM D4956 Standard Specification for Retroreflective Sheeting for Traffic Control, or as amended.
D8.
D.
E.
F.
G.
E1.
E2.
E3.
G.3.1.
2.3.2. Rainfall Performance
The brightness of the sheeting, totally wet by rain, shall not be less than 90% of the above values. Wet performance measurements shall be conducted at 0.2 observation and -4 entrance in accordance with ASTM E810 and using the test set-up prescribed in the FHWA Specification FP-24, Section 718.01 and AASHTO M 268.
2.3.3 Adhesive
2.3.3.1 The pre-coated pressure-sensitive adhesive shall form a durable vandal resistant bond to clean, dry, properly painted or reflective sheeting license plate surfaces for the life of the plate issue. The adhesive shall permit application to license plate surfaces down to -10o F (23o C).
2.3.3.2 The protective liner attached to the adhesive shall be removed by peeling without soaking in water or other solvents and shall be easily removed after accelerated storage for four hours at 150o F under weight of 2.5 lbs. per square inch.
2.3.3.3 The adhesive shall not exude from edges of the sheeting when processed into finished monthly decals so as to cause stacked pieces to stick together during shearing, cutting, printing, handling, or while packaged in shipment and distribution.
2.3.4 Film
2.3.4.1 The diffuse daytime and reflected color of the sheeting surface shall conform to a standard color sample which will be accepted by the user prior to the start of production.
2.3.4.2 The sheeting shall be provided with integral markings designed to prevent counterfeiting of the monthly validation decals. The markings on sheeting samples approximate decal size [l ½" X l" (38mm X 26mm)]:
2.3.4.3 Shall be readily discernible when viewed under diffuse daylight conditions.
2.3.4.3.1 When the sample is held at 2 feet (0.6m) from the eyes and viewed by retro reflected light of a standard "D" cell flashlight held between the eyes at nose level:
2.3.4.4 Shall not be discernible by retro-reflected light entering perpendicular to the sheeting.
2.3.4.5 Shall be discernible when viewed by retro-reflected light entering the sheeting at approximately 45º or more from the perpendicular.
2.3.4.5.1 Shall not be reproducible in other finished retro-reflective sheeting without destruction of their reflective systems.
2.3.4.5.2 Shall not be removable by chemical or physical means from the face surface of the retro-reflective sheeting or finished validation decals, applied or unapplied, without irreparable damage of their reflective system.
2.3.5 Processability
2.3.5.1 The sheeting surface shall be readily cut/die cut without cracking or flaking and shall be compatible with transparent or opaque inks and protective finishing clear coating as designed and supplied by the reflective manufacturer for monthly decal fabrication.
2.3.5.2 The sheeting/decal finished and cured in accordance with the recommendations of the reflective sheeting manufacturer shall be easily cleansed of normal dirt accumulation by washing with water and mild detergent.
2.3.5.3 The surface shall be sufficiently solvent resistant to permit cleaning with solvents such as gasoline, VM&P Naphtha, mineral spirits, turpentine or other solvents commonly used on vehicle finishes. Rinsed and dried, the surface shall show no appreciable change following cleaning when compared to a new clean sheeting/decal surface.
2.3.5.4 Protective finished clear coating shall remain clear and durable for maximum service life required of the monthly validation decals issued.
2.4 Fabrication Requirements
Note: Samples of processed sheeting must accompany bid.
2.4.1 Design, Color and Size
2.4.1.1 The design of the white monthly decals shall be fabricated from silver-white reflective background with black numerals and letters. "Printed" as used in this paragraph shall be construed to include silk screen processing as well as other printing processes in general use in the trade.
2.4.1.2 The dimensions of design and sketch shall be reduced proportionately to fit the monthly decal which will be 1 ½" wide X 1" high in size.
2.4.1.3 Print the following instructions on each decal’s protective liner. The two-digit year of expiration shall be of larger font so it can be seen from a distance of at least 20’ (feet).
2.4.2 Quantities
The grand total of the order will be determined on the need Each decal will have the month and Oklahoma across the bottom.
The quantity of white, monthly decal totals will vary from year to year. Agency’s usage quantity cannot be determined in advance.
FY 25 SOK ordered
JAN
MAY
109,000
SEP
134,000
FEB
93,000
JUN
71,000
OCT
133,000
MAR
80,000
JUL
100,000
NOV
101,000
APR
127,000
AUG
131,000
DEC
FY 26 SOK ordered
| JAN |
| 6,000 |
| MAY |
| 26,000 |
| SEP |
| 11,000 |
| FEB |
| 42,000 |
| JUN |
| 48,000 |
| OCT |
| 55,000 |
| MAR |
| 28,000 |
| JUL |
| 20,000 |
| NOV |
| 26,000 |
| APR |
| 46,000 |
| AUG |
| 31,000 |
| DEC |
| 0 |
FY 27 SOK ordered
| JAN |
| 33,500 |
| MAY |
| 41,500 |
| SEP |
| 35,600 |
| FEB |
| 36,500 |
| JUN |
| 15,800 |
| OCT |
| 19,800 |
| MAR |
| 35,950 |
| JUL |
| 28,500 |
| NOV |
| 43,150 |
| APR |
| 28,000 |
| AUG |
| 37,600 |
| DEC |
| 61,100 |
2.4.3 Assembly of Monthly Decal
Monthly decals shall measure 1 ½” wide X 1” high. Decals shall be assembled in a booklet form that contains a total of fifty (50) decals five (5) decals per strip, perforated and kiss cut with ten (10) strips in total. Cover stock should be used for backing and support.
Booklets shall be stapled and hole punched for hanging to allow easy dispensing per attached sample.
2.4.4 Responsibility
2.4.4.1 The successful sheeting bidder shall furnish all inks, clear coating and thinners needed to produce license plate validation decals meeting the requirement of this specification.
2.4.4.2 Competent technical service and product information shall also be provided until the shop operating personnel are qualified to manufacture monthly decals in keeping with the successful bidder's recommendations.
2.5. Delivery Schedule
2.5.1 Deliver Monthly validation decals after July 1, 2027, and no later than August 31, 2027. Alternate delivery date may be established upon written approval from the Agency. Deliveries before July 1, 2027, will not be accepted.
2.5.2 Monthly decals shall be delivered to Service Oklahoma, Motor Vehicle Services, Attn: Simone Chandler in Oklahoma City, OK. Address location will be confirmed by supplier at time of order. Inside delivery requested.
2.5.3 The vendor shall be accountable for all unused sheeting and all misprinted or damaged decals incurred in the course of production and not shipped.
2.5.4 Fifty (50) sample decals of each type, the word "SAMPLE" printed across the face in a contrasting color shall be delivered to Service Oklahoma, Motor Vehicle Services. These samples will be checked for conformance to specifications including printed color, perforating and kiss cutting.
2.6. Security Measures
2.6.1 The vendor must provide adequate security methods and supervision to protect decals from hazard or loss. The State reserves the right to enter the vendor's premises at any time during the production of decals to inspect the progress of production, the quality of workmanship, and the adequacy of security.
2.6.2 The vendor shall provide tamper-proof and secure delivery via transport by a locked vehicle. Pallets shall not be double stacked.
2.6.2.1 Vendor shall provide a combination lock and communicate the combination to the Motor Vehicle Supervisor, Motor Vehicle Manager, or designee prior to each shipment.
2.6.2.2 Service Oklahoma employees shall open each shipment upon arrival for inspection and acceptance. Shipments shall arrive intact and undamaged or Service Oklahoma will refuse delivery.
2.7. Packaging and Shipping
2.7.1 Decals shall be packed for delivery twenty (20) booklets in a substantial cardboard box (folding boxes are not acceptable). In order to maintain the packed decals in an upright position, and to prevent sliding in any way, the cardboard box shall be made to fit the Booklet Forms with not more than one- ¼” tolerance.
The manufacturer shall insert in each box an inspection slip containing the name or number of the inspector certifying that: Be printed as shown on sample being one color of ink with beginning and ending numbers printed thereon. Numbers must be printed; written numbers are not acceptable.
2.7.1.1 There are no missing decals.
2.7.1.2 There are no decals upside down.
2.7.1.3 That the decals are properly cut.
2.7.1.4 That the decals contained in each book are the same.
2.7.2 Each box shall be fastened and tied in bundles of four boxes with a heavy cord. Each box shall be legibly labeled on the front end showing the month of the decals contained therein.
2.7.2.1 All inside cardboard boxes and shipping cartons are to be sealed with security tape imprinted with the name of the decal manufacturer.
2.7.2.2 Shipping cartons shall be securely strapped to pallets with dimensions of 40” x 48”. Shipping cartons shall be stacked no higher than 10 cartons.
2.7.2.3 Decals are to be in month order starting with January on top. Numbers of cartons as well as month should be listed on the side of the pallet.
Confirmation that Bidder can meet all mandatory requirements: Yes ☐ No☐
Monthly Decal Samples
End of EXHIBIT 2
2 | EXHIBIT 2
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